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Office Administrator Job Ad Template

Spot the difference

Writing job ads can be time-consuming and tricky if you don’t have all of the details. For example, what does an Office Administrator do that Office Managers don’t? What differences are there between an Administrative Coordinator role and a CEO Assistant?

In short; Office Administrators provide day to day support, Office Managers assist the whole team in creating policies and procedures, an Administrative Coordinator primarily handles data and reporting and a CEO Assistant specialising in providing C-Level support.

  • Office Administrators are experts in keeping the day to day life of an office running smoothly. From organising meetings and appointments between departments and on-site visitors to tracking invoices and office-stock levels, they’re responsible for ensuring that the office is reaching its full productivity potential.
  • Executive CEO Assistants specialise in managing the calendar, expenses and admin of a CEO or other C-Level individuals. Their tasks include scheduling meetings, emails and phone calls on behalf of the CEO, as well as planning their travel, organising their files and other administrative tasks.
  •  An Office Manager, as well as supporting the team’s administration needs, is responsible for inventing and improving policies and procedures within an office. The Office Manager can also oversee communication with any on-site visitors and take the lead on office budget management.
  • Administrative Coordinators help to free up time for a team by supporting them with data entry and admin tasks. The role differs between businesses, but tasks can include scheduling meetings, locating and delivering vital information for different departments and organising budgets.

Job Ad Template

  • Be clear in your description. Know the tasks of the role and ideally who the candidate should be.
  • This means you won’t need to read through too many CVs to find your superstar.
  • You might be tempted to use bullet points in this section, but resist the urge! Tell a story, show off all the cool things they would be responsible for, and get them excited to apply.
  • You should be more focused on your company culture and what your mission is, instead of their daily tasks.

About the role

Are you skilled in communication and organisation? Do you excel when it comes to managing a budget and keeping tabs on stock levels? Or, does the possibility of optimising and ensuring an office is running at full potential excite you? If you’ve checked all these boxes, we’ve got the role for you at {Company_Name}.

As the Office Administrator, you’ll work closely with each department in the team and become an integral part of handling administrative tasks all across the office. From budget management to taking charge of communications with internal and external stakeholders, this role envelopes a variety of tasks sure to test your skills and ensure no two days are the same.

You can be sure to gain valuable experience and insights across all areas of office management, including delivering reports and preparing presentations!
Du bist ein Kommunikations- und Organisationstalent? Du bist gut in der Verwaltung eines Budgets und der Überwachung der Lagerbestände? Die Möglichkeit, ein Büro zu optimieren und sein volles Potenzial auszuschöpfen, reizt dich? Wenn du alle diese Kriterien erfüllst, haben wir die richtige Stelle für dich bei {Company_Name}.

Als Bürokaufmann/-frau arbeitest du eng mit allen Abteilungen des Teams zusammen und bist ein fester Bestandteil bei der Erledigung von Verwaltungsaufgaben im gesamten Büro. Von der Verwaltung des Budgets bis hin zur Kommunikation mit internen und externen Stakeholdern umfasst diese Funktion eine Vielzahl von Aufgaben, die deine Fähigkeiten auf die Probe stellen und dafür sorgen, dass kein Tag wie der andere ist.

Bewirb dich jetzt und erweitere deine Kenntnisse in allen Bereichen des Büromanagements, einschließlich der Erstellung von Berichten und der Vorbereitung von Präsentationen!
  • This section is all about your candidate's experience and responsibilities. You should outline very clearly what they should expect from the job role, not from the company itself. 
  • You should use language that speaks to the candidate directly, use of “you”, “we” and “our” are all positives. 
  • Hard skills in this section are important, but don’t overlook the significance of soft skills, like communication and being a team player, these can make a huge difference to the way people work alongside each other and gel professionally. 
  • What do you believe in, and what are your core values?

Responsibilities

Remember these responsibilities are just examples for an Office Administrator job description, not all of these will be relevant to your company’s specific needs. There could also be other essential skills that we’ve not mentioned! Please edit this draft text to match your position’s exact responsibilities.

• Handling communication and appointments both on-site and off-site for various departments.
• Ensuring office tools and equipment are functioning and well-stocked.
• Managing and reporting on the budget for various areas of the office.
• Offering support via data entry and reporting for numerous departments.
• Scheduling agendas, travel arrangements and accommodation for management teams.
• Ensuring all offices activities run in adherence to company policies and procedures.
• Assisting team members with ad-hoc activities where possible.
Denken Sie daran, dass es sich bei diesen Aufgaben nur um Beispiele für die Stellenbeschreibung einer Bürokauffrau/eines Bürokaufmanns handelt, die nicht alle für die spezifischen Anforderungen Ihres Unternehmens relevant sind. Es könnte auch andere wichtige Fähigkeiten geben, die wir nicht erwähnt haben! Bitte ändern Sie diesen Textentwurf so, dass er genau den Aufgaben Ihrer Stelle entspricht.

• Du verantwortest die reibungslose Abwicklung von Kommunikation und Terminen sowohl vor Ort als auch außerhalb des Hauses für verschiedene Abteilungen.
• Du stellst sicher, dass die Büroausstattung und Geräte funktionstüchtig und gut bestückt sind.
• Du verwaltest das Budget für verschiedene Bereiche des Büros und erstattest Bericht.
• Du unterstützt uns bei der Datenerfassung und Berichterstattung für zahlreiche Abteilungen.
• Du planst Tagesordnungen und Reisearrangements und buchst Unterkünfte für Managementteams.
• Du stellst sicher, dass alle Büroaktivitäten gemäß unserer Unternehmensrichtlinien und -verfahren durchgeführt werden.
• Du unterstützt unsere Teammitgliedern bei Ad-hoc-Tätigkeiten, soweit möglich.
  • This section is essential to finding the candidate with the skills and qualifications that will help them in their job role.
  • This should be clear and concise and set boundaries for submissions.
  • The more information you add to your skills section, the less candidates you’ll have to sift through to find the right one.
  • This would waste both your time and the potential candidate so avoid being wordy as much as possible. Think about what would be an essential part of this role, and what would the applicant need to be successful in the job?

Requirements

Remember these requirements are just a draft for an Office Administrator’s resume not all of these will be relevant to the specific role you’re recruiting for and there may be others that you require! Please edit this draft text to match your needs more accurately.

• Impeccable organisational skills.
• Highly proficient in Microsoft Office.
• Skills with other office management software is a plus!
• Great written and verbal communication skills.
• Excellent time management and prioritisation skills.
• Strong forward-thinking ability.
• Previous experience in an office administration or assistant role preferred.
Denken Sie daran, dass es sich bei diesen Anforderungen nur um einen Entwurf für den Lebenslauf einer Bürokauffrau/eines Bürokaufmanns handelt. Nicht alle dieser Anforderungen sind für die Stelle, für die Sie sich bewerben, relevant, und es kann sein, dass Sie noch weitere benötigen! Bitte bearbeiten Sie diesen Textentwurf, damit er Ihren Anforderungen besser entspricht.

• Du kannst eine erfolgreich abgeschlossene Berufsausbildung vorweisen.
• Du bringst Berufserfahrung aus einer vorherigen Büroverwaltungs- oder Assistententätigkeit mit.
• Du besitzt herausragendes Organisationstalent.
• Du besitzt sehr gute Kenntnisse im Umgang mit Microsoft Office. Kenntnisse im Umgang mit anderen gängigen Büroverwaltungssoftwares sind von Vorteil!
• Du verfügst über sehr gute schriftliche und mündliche Kommunikationsfähigkeiten.
• Du beherrschst ein ausgezeichnetes Zeitmanagement und kannst Prioritäten setzen.
• Du denkst und handelst proaktiv und bist immer einen Schritt voraus.

Need inspiration?

Your job description will not attract talent all on its own. So when putting together your job post, be sure to show what it's like working at your company not just textually but visually!

  • Remember, attracting a candidate is just as much about your company culture as the job role itself. Make sure to include points that make you seem desirable too!
  • Add photos that show off your office space, team events and your team having a great time.
  • Maybe you could include a video of some team members explaining why they love coming to work, or why they like their role.
  • Include a grid of attractive perks with some nice illustrations. Maybe you have unlimited holidays, or you have an attractive parental leave cover - show off!
  • Why not embed your company's Instagram feed to give a IRL overview of the day-to-day.

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